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Date Posted:               May 28, 2020

Classification:             EXECUTIVE ASSISTANT I - CONFIDENTIAL

                                      (Pending Personnel Commission Approval)

                                      *PROMOTIONAL ONLY - Only current San Mateo County Office of Education                                                             employees are qualified to apply for this recruitment.

Work Schedule:          8 hours per day, 8:00AM – 5:00PM;  

                                      5 days per week, Monday – Friday;

                                     12 months per year

Salary Range            Step A               Step B               Step C               Step D              Step E

  (Monthly)              Starting             6 Months         18 Months       30 Months        42 Months

       225                    $5,824               $6,115              $6,422              $6,742               $7,080                   

Current Vacancy:    

Division:                     Office of the Superintendent
Department:             Human Resources
Location:                    San Mateo County Office of Education, 101 Twin Dolphin Drive, Redwood City, CA 94065

NOTE: The eligibility list will be utilized to fill the current vacancy as well as any future full-time positions in the next 12 months.

Application Deadline:          

Wednesday, June 12, 2020 (Application, cover letter, answers to supplemental questions, resumè and references must be submitted by 5:00PM online.)

Job Summary:        

Under the direction of the Associate Superintendent, Human Resources/Teacher and Administrator Development, perform highly responsible secretarial and administrative support duties to relieve the Associate Superintendent of a variety of administrative details; interpret policies and regulations to officials, staff and the public; plan, coordinate and organize office activities and flow of communications and information for the assigned administrator.

Essential Job Functions:             

• Perform highly responsible duties as the primary secretary to the Associate Superintendent, relieving the administrator of a variety of secretarial and administrative details; plan, coordinate and organize office and department activities and flow of communications for the administrator;
• Serve as liaison between the Associate Superintendent and staff members, school districts, public agencies and the general public; receive, screen and route telephone calls; greet and assist visitors; refer callers or visitors to appropriate staff members; take and relay messages; respond to requests, complaints and questions from officials, staff and the public, representing the Associate Superintendent by phone and written communication; interpret policies and regulations to officials, staff and the public;
• Compose correspondence independently on a variety of matters including those of a confidential nature; compile and type various letters, forms, reports, contracts, packets, statistical data, memoranda, bulletins, newsletters, notices, vouchers, lists and other materials as directed; prepare, format, edit, proofread and revise written materials;
• Coordinate and schedule various appointments and meetings; make travel arrangements; reserve facilities; prepare and assure proper completion of travel requests and related reimbursement forms; maintain and coordinate the administrator’s calendar; prepare and disseminate calendar of events; coordinate and arrange special events and activities for the Associate Superintendent;
• Receive, sort and route incoming correspondence; review and determine priority of incoming mail; compose replies independently or from oral direction; prepare notices, packets and informational materials for mailing;
• Attend a variety of meetings; prepare related notices, reports, presentations and agendas; record and transcribe minutes as assigned by the position; prepare and distribute minutes, updated records, statements, documents and reports to appropriate personnel;
• Research and compile a variety of information; compute statistical information for various federal, State and local reports; process and evaluate a variety of forms and applications related to assigned functions; duplicate materials as necessary;
• Input a wide variety of data into an assigned computer system; maintain automated files and records; create queries and generate a variety of computerized lists and reports; assure timely distribution and receipt of a variety of records and reports; assure accuracy of input and output data;
• Maintain designated budgets and assure assigned accounts are accurate and expenditures are within federal or State requirements; compile data for budget preparation and assist in the planning and development of program budgets; monitor accounts and reconcile expenses; research, track and resolve discrepancies;
• Prepare and maintain a variety of complex lists and records related to assigned duties; establish and maintain filing systems;
• Perform special projects and prepare various forms and reports on behalf of the Associate Superintendent; attend to administrative details on special matters as assigned; perform varied duties related to the Associate Superintendent’s area of responsibility and assigned programs;
• Operate and maintain a variety of office equipment including a calculator, copier, fax machine, typewriter, computer and assigned software; arrange for equipment repairs as needed;
• Communicate with other departments, administrators and outside agencies to coordinate activities, exchange information and resolve issues or concerns; obtain and provide information, records and materials to staff and the public where judgment, knowledge and interpretation of policies and regulations and organizational functions and programs are required; verify information for staff and outside agencies as requested;
• Prepare, type and process requisitions according to established guidelines; order, receive and maintain inventory of supplies and equipment in accordance with established guidelines;
• Develop and implement office procedures to assure complete and timely operations; create office forms to facilitate work flow.

Qualifications:       

Any combination of education and experience providing the job knowledge, skills, and ability for successful job performance will be considered for positions in this classification.  Typical qualifications would be any combination equivalent to:                                                                                  

 EDUCATION:     Associate's Degree in Office Computer Applications or related field;          

 EXPERIENCE:     Four years of increasingly responsible secretarial or Administrative Assistant experience.

Specialized Skills and Knowledge:     

KNOWLEDGE OF:

• Functions and administrative support operations of a department office;
• Organizational operations, policies and objectives;
• Applicable laws, codes, regulations, policies and procedures;
• Modern office practices, procedures and equipment;
• Record-keeping techniques;
• Correct English usage, grammar, spelling, punctuation and vocabulary;
• Oral and written communication skills;
• Interpersonal skills using tact, patience and courtesy;
• Budgeting practices regarding monitoring and control;
• Methods of collecting and organizing data and information;
• Business letter and report writing, editing and proofreading;
• Public relations techniques.

ABILITY TO:

• Perform highly responsible and confidential secretarial and administrative assistant duties to relieve the Associate Superintendent of a variety of administrative details;
• Interpret, apply and explain laws, codes, rules, regulations, policies and procedures;
• Plan, coordinate and organize office activities and flow of communications and information for the assigned administrator;
• Organize complex material and summarize discussions and actions taken in report form;
• Compile and prepare comprehensive reports concerning a broad spectrum of subject matter;
• Compose effective correspondence independently;
• Maintain a variety of complex files and records;
• Assure efficient and timely completion of office and program projects and activities;
• Understand and resolve issues, complaints or problems;
• Operate a variety of office equipment including a computer and assigned software;
• Establish and maintain cooperative and effective working relationships with others;
• Analyze situations accurately and adopt an effective course of action;
• Plan and organize work;
• Meet schedules and time lines;
• Prioritize and schedule work;
• Work independently with little direction;
• Communicate effectively both orally and in writing.

Physical Requirements:                 

Applicants must possess the physical abilities outlined below with or without accommodation. San Mateo County Office of Education will consider reasonable accommodation requests.

• Hearing and speaking to exchange information in person or on the telephone;
• Dexterity of hands and fingers to operate a computer keyboard;
• Seeing to read a variety of materials;
• Sitting or standing for extended periods of time;
• Bending the waist, kneeling or crouching to file materials;

Examination  Process:  

The examination process for this classification will consist of:  

1. A review of application materials for completeness and accuracy including answers to supplemental questionnaire, educational background, training, and experience;
2. A written examination (anticipated date – June 17, 2020);
3. An oral board examination (anticipated date – June 25, 2020).

Only the highest qualified candidates will be invited to attend the examinations.  Applicants will be notified of screening and examination results by e-mail.  Candidates who pass both test parts are ranked on an eligibility list according to their exam score(s).  Selection for positions will be made from among the top three ranks of certified candidates.  The job eligibility list will be active for one (1) year unless abolished due to insufficient number of available candidates.

NOTE:  Internal (Promotional) candidates must score 80% or higher on each examination in order to be placed on the Promotional List.  Examination procedures subject to change as deemed necessary by the Executive Director, Personnel Commission Services.

San Mateo County Office of Education provides equal employment opportunity to all qualified persons.  The recruitment, testing, and hiring of all personnel will be without regard to race, ancestry, national origin, age, color, creed, religion, sex, gender identity or expression, sexual orientation, marriage status, medical condition, physical or mental disability, genetic characteristics, or veteran status

* Proof of citizenship or legal status will be required upon offer of employment.

Announcement: Full-Time Utility Maintenance Worker I

The North Coast County Water District is currently accepting applications for Full-Time Utility Maintenance Worker I.

To apply, please review the job description and submit a resume, job application and supplemental questionnaire to jobs@nccwd.com or mail to: NCCWD, Attn: Human Resources, P.O. Box 1039, Pacifica, CA 94044. Submissions must be complete to be considered. Application packets may be obtained at the District office located at 2400 Francisco Blvd., Pacifica or downloaded here, on the website.

Live Scan background check must be completed prior to employment.

Open Until Filled.
Salary Range: $54,142.40 - $69,097.60 DOQ

Applications accepted until minimum number meeting our qualifications have been received.

Interviews: TBA

DEFINITION

Under general direction, performs complex and responsible technical and clerical work for the Director of Human Resources in the administration of the City's Human Resources program. Completes related work as required.

DISTINGUISHING CHARACTERISTICS

An incumbent in this position is a Human Resources generalist performing a wide range of personnel assignments in administering and processing health and welfare benefits; managing the administrative duties associated with the Personnel Board and overseeing the preparation and management of all employee requisition and action forms; managing the office and providing administrative support to the Director of Human Resources, Senior Management Analyst and the Human Resources Analysts. 

EXAMPLES OF DUTIES

Maintains frequent, sensitive and critical contacts with public and private agencies, other departments, professionals and officials; transmits information, decisions and directives. Answers inquiries by phone or mail; investigates and resolves complaints or provides information, explains departmental or City procedures; exercises judgment in giving information and proper disposition of problems; composes correspondence and prepares reports. Maintains employees' personnel records and departmental records; provides information to employees regarding benefits. Screens telephone calls and visitors; receives, screens and routes incoming mail for appropriate action and follows up on its disposition; arranges for meetings and conferences and assists in providing material on information to be discussed. Interprets and apply rules and regulations of the classified service. Keeps abreast of pertinent information and changes in City procedures and regulations.

Prepares and signs inter-office memoranda and requisition forms; elicits employee evaluation forms for all departments by preparing and transmitting initial forms. Manages performance appraisal forms for distribution in accordance with established procedures. Serves as Secretary for the Personnel Board, other related meetings, and disciplinary and appeal hearings by collecting, preparing, and sending agendas, taking and transcribing minutes, and typing and distributing minutes and other material. Manages distribution of performance appraisals schedule and retiree health reimbursement checks. Administers Department of Motor Vehicles (DMV) Pull Program, tracks employee driving records and issues quarterly department list of commercial drivers’ medical expirations.  May assist in responding to internal and external surveys. May assist department personnel with data entry on applicant tracking program, proctoring Civil Service examinations, and in administering certification of active Civil Service Employment Lists using computerized applicant tracking program.

Provides support to the Senior Management Analyst and Human Resources Analysts. Administers the documentation requirements of the 1986 Immigration and Control Act. Prepares and processes required Human Resources’ forms, such as new employee forms and employee Action Forms. Assists with preparation and publication of the employee newsletter. Maintains and orders office supplies.

MINIMUM QUALIFICATIONS

Knowledge of: Appropriate English grammar and spelling; current office equipment and methods including operation of computer programs, including advanced, competent use of Microsoft Word; record keeping and organizational practices; basic arithmetic; and certain federal, state and municipal personnel regulations.

Ability to: Communicates effectively both orally and in writing; speaks to and direct large groups; Interacts positively and cooperate with co-workers, responds politely to customers, works as a team member, functions under demanding time pressure, responds in a positive manner to supervision, attends work and perform duties on a regular and consistent basis. Understands and applies instructions, rules, regulations and policies including the City’s Rules and Regulations of the Classified Service; analyzes, processes and schedules detailed work accurately; learns, understands, and communicates employee benefit parameters and regulations, learns and uses all Microsoft Office Suite applications, Human Resources Information System (HRIS), applicant tracking system and other City software programs. Transcribes proceedings at meetings of commissions, boards or special committees; exercises good judgment in matters of a confidential nature; works independently in absence of supervision.

Experience: Two years of experience in responsible administrative and human resources technical work that involved regular contact with the public. 

Education: Graduation from high school or equivalent and an AA degree.

Licenses or Certificates: Possession of a valid Class C California Driver's License.

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